Croydon Music and Arts Terms and Conditions for Lessons, Ensembles and Instrument Hire

As soon as applications are received they are placed on a waiting list. Subject to availability, confirmation of tuition will be communicated via email. 

We may not be able to accommodate all applications straight away, in which case students will remain on the waiting list. Waiting lists are regularly reviewed, and new places offered as soon as they become available.

We aim to get as many pupils as possible started by the beginning of the term after we receive the application.  Sometimes a teacher has limited space in a school and it can take several terms before lessons are able to be started.

CMA plan to deliver 30 lessons over the year, usually 10 per term, either in person or via online delivery (including performances).

The number of lessons per term may vary due to term and holiday dates.

Paired/ group lessons can only be offered when there is a suitable pairing or group available. Where a suitable pairing or group does not exist, CMA offer an individual length lesson for ten (Group) or fifteen (Paired) minutes.

Pupil Progression

Successful lessons require commitment and regular practice at home.  You will receive a written report in July each year whilst your child is having tuition. Any practice notes will be uploaded to our online learning platform (SpeedAdmin). If you need help accessing this please contact your child’s teacher via email.

Group lessons are recommended for primary beginners for the added enjoyment of learning and making music together.  As pupils progress, longer individual and Merit Award lessons are available.

Generally, there are 30 ensemble sessions per year. The total number of sessions includes concerts, workshops and masterclasses.

Ensemble membership will begin as soon as possible following receipt of a completed application.

An audition may be necessary for more advanced ensembles.

Fees are payable 3 times a year before the start of a new term, and in advance of tuition.

The minimum commitment and charge for both lessons and ensemble membership is until the end of term in which attendance begins.

Music Centre membership is invoiced as one termly fee and not charged on a pro-rata basis.

Invoices are issued in advance of tuition and all payments must be made by the date shown on the invoice.

Where payment has not been made in advance, we reserve the right to discontinue service until full payment has been received. Continued non-payment of fees may result in your place being withdrawn. Reinstatement of lessons will be at the discretion of CMA.

CMA cannot accept responsibility for disruption to tuition due to late payment. Any missed lessons will not be rearranged or refunded. In the event of non-payment, the lesson timeslot is not considered reserved and another student may be allocated the space.

Failure to pay the term’s fees on time may incur a late payment fee.

Fees will not be refundable for any pupil absence due to short-term illness. In cases of long-term health problems, please contact us as soon as possible to discuss. A medical certificate may be required.

Fees are reviewed annually.

If you are experiencing any financial difficulty then please contact CMA to discuss alternative payment arrangements. All information will be dealt in the strictest confidence.

We are able to offer Instrument hire, Ensembles membership and Group and Paired lessons with a reduced rate of 70% fee for those eligible for Free School Meals (linked with income as outlined in DfE guidance found here). Applications for discounts should be made here

When a school cancels a lesson (for example due to a class trip), CMA will endeavour to make up the lesson provided that a minimum of one weeks’ notice has been received from the school or parent/guardian in writing.

Where lessons take place in a school, we request that the school or parent/guardian provide notification to their tutor at the start of each term, or at least two weeks in advance, of any days where; pupils will be unavailable for a lesson due to a school commitment; or a suitable room/space at the school will be unavailable.

Continuing lessons cannot be guaranteed if pupils are withdrawn from lessons for a temporary period, e.g. a pupil withdrawn for non payment of fees. Lessons are available during GCSE periods and pupils are expected to attend during study leave.

Where minimum notice is not given to the CMA teacher, no credit will be due if it is not possible to reschedule.

In the event of an emergency or closure of a school (full or partial) or CMA Music Centre due to an event outside CMAs control (e.g. force majeure, a pandemic, flooding, heavy snow or industrial action or in the event of tutor/pupil self-isolation) where possible, lessons will be delivered online or rescheduled within the academic year.

On the occasion that a CMA teacher is absent for any reason, CMA will endeavour to replace them with a substitute tutor for long term absence or the original teacher will make up the lessons at another time.

If a student is not able to attend a rescheduled lesson, this will be treated as a student absence and will not be refundable.

Where it is not possible to arrange a cover teacher, CMA may offer a credit for the lesson or a refund. Credits and refunds will normally be considered at the end of the year when it is clear how many lessons have been completed.

Lessons and memberships automatically continue term on term and year on year until appropriate notice of withdrawal is received.

Pupils may only withdraw from lessons or membership at the end of a term with prior written notice.

Notice to withdraw from lessons must be given in writing (email or letter) to the Croydon Music and Arts office by:
•    15 February - to stop at end of Spring Term
•    15 June - to stop at end of Summer Term
•    1 November - to stop at end of Autumn Term

CMA reserve the right to charge a late notice fee of 50% of the termly fees if the required notice to withdraw from lessons is not given.

Once lessons have started in any term, the full term’s payment is due in lieu of notice for that term.

If a pupil withdraws part way through a term, the term’s charges remain payable in full.

Notice given verbally or in writing to the teacher will not be registered as notice and you may continue to be charged for lessons.

CMA does not accept liability for loss or damage to pupil’s instruments or personal possessions.

Parents/guardians are strongly encouraged to arrange appropriate insurance for these items.

The instrument will remain at all times the property of Croydon Music and Arts

The hirer will continue to be invoiced, and liable to pay hire charges until such time that instruments are returned to our registered office.

In the unlikely event of failure to return an instrument, appropriate action will be taken to recover the item of property, or the replacement cost from You.

We aim to issue the instruments in good condition and expect them to be looked after and returned in the same condition with all accessories. It is the hirer’s responsibility for purchasing consumables such as reeds, strings and oil.

Any person hiring an instrument from CMA must accept full responsibility for the safekeeping of the instrument and in the event of loss, theft or damage make restitution to CMA.

CMA accepts no responsibility for damage to, or the loss or theft of hired instruments. 

It is the responsibility of the hirer to ensure that appropriate insurance is in place to cover the full replacement value of the (Please check with your home insurance as this may already be covered).

The instrument....
• is only to be used by your child. It must always be used with care and replaced in its case when not in use. Mouthpieces must always be removed and bows loosened.
• must always be carried in a case where provided.
• when not required at school, must be kept at home and stored in a safe place. 
• must be kept away from heat and damp and must be maintained in good playing condition

We accept that some minor wear and tear is inevitable. In cases of serious damage, theft or loss, a payment up to the full cost of the instrument towards repairs/ replacement will be required.

The hirer is responsible for supplying replacement strings, rosin, reeds and any other accessories.

Instruments in need of repair must be returned to the CMA office and must not repaired privately.

No payments will be made by CMA in respect of repairs undertaken privately.

On the discontinuance of hire, the instrument must be returned immediately to the CMA office and not to the school.

In the event that an instrument is returned to the borrower’s school, the contact and/or borrower named in this agreement will continue to be charged for hire until the instrument is returned to the CMA Office.